Episode #24 – Personal Backlog Prioritization: Do You Really Know How It Works?

[00:00:00] INTRODUCTION

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[00:00:00] Taty Fittipaldi: In this next part of our special two episode series to end this season, we’re going to explore another cool idea from the high-performance framework called Tower Of Action. And guess what? You can get free training on this framework to become a super-duper time management pro. Keep an eye out for the link in the show notes.

[00:00:21] Taty Fittipaldi: Now, on today’s episode, we’re going to chat about something awesome! The three pillars of a prioritization system from this framework. We’ll show you how these three pillars can help you decide what’s important, and make really smart choices in what you do.

[00:00:39] NARRATOR’S INTRO: Hello and welcome to the Leadership Nest Podcast. The podcast that nests stories, knowledge, and science to soar the leadership in you. I’m your host, Taty Fittipaldi. As always, our podcast will be divided into three phases. A story, a [00:01:00] lesson, and its application. This way, you can have structure and information while also having some fun.

[00:01:09] NARRATOR’S INTRO: This program is brought to you by Coaching Expatriates.

[00:01:13] TODAY’S STORY

[00:01:13] TODAY’S STORY: Today’s story.

[00:01:22] Taty Fittipaldi: Once upon a time, in a vast, serene forest, there lived a wise and mighty bear named Bernard. Bernard was known far and wide for his exceptional intelligence and his ability to make well thought out decisions.

[00:01:38] Taty Fittipaldi: As the golden leaves began to fall, and the chill of autumn filled the air, Bernard knew that winter was fast approaching. For bears, this was a crucial time to prepare for hibernation. A period when they would sleep through the harsh winter months to conserve energy and survive until [00:02:00] spring.

[00:02:00] Taty Fittipaldi: But this year, something unexpected happened. One chilly afternoon, as Bernard was forging for food, he stumbled upon a small shivering squirrel named Sammy.

[00:02:13] Taty Fittipaldi: Sammy had to lost his home due to a falling tree. Got hurt and had nowhere to go. With winter approaching, he faced the possibility of freezing or starving to death. Bernard had personal experience with such dire circumstances. In his early days as a little bear Cub, he endured a heart-wrenching loss, when a hunter took his mother’s life. In that devastating moment, his entire world crumbled! As a result, he found himself ill prepared to fend for himself, struggling to procure food and endure the bitter winter cold.

[00:02:53] Taty Fittipaldi: It was only through the benevolent intervention of a compassionate fellow forest creature, who [00:03:00] extended a helping hand, and taught him the ways of survival, that Bernard stands strong and resilient today.

[00:03:08] Taty Fittipaldi: So, his compassionate nature stirred his heart. And he decided to pay forward and help Sammy.

[00:03:15] Taty Fittipaldi: He invited the squirrel to share his cozy Den for the winter while he healed. However, this meant that Bernard had to postpone his own hibernation and gather extra food to sustain them both. This decision was a significant departure from his usual routine.

[00:03:34] Taty Fittipaldi: To make this crucial decision, Bernard carefully assessed the situation. He recognized that while his hibernation was essential for his survival, the life-threatening predicaments Sammy faced required immediate attention. Benard considered his priorities. Hibernation was vital. But the value he placed on compassion and helping a fellow creature in need outweighed his [00:04:00] immediate personal comfort.

[00:04:01] Taty Fittipaldi: He consulted with his trusted friends in the forest. The wise Owl. The knowledgeable Fox. And the thoughtful rabbit. They provided valuable insights and encouraged him to follow his compassionate instincts. Bernard began preparing for the coming winter in a different way.

[00:04:19] Taty Fittipaldi: He gathered extra food, reinforced his den, and insured Sammy had a warm, safe place to stay.

[00:04:27] Taty Fittipaldi: As the winter storms raged outside, Bernard and Sammy huddled together in their den, sharing stories and warmth. Bernard found satisfaction, not only in preserving his own life, but in saving another’s. He learned that sometimes the most significant decisions were those made from the heart. Guided by one’s values and a deep sense of the impact one can create in one’s surroundings.

[00:04:56] Taty Fittipaldi: When spring finally arrived, the forest came [00:05:00] back to life. Bernard emerged from his den, next to Sammy, with a new sense of wisdom and confidence. His friends admired him not only for his intelligence, but for his compassionate spirit and his ability to prioritize based on his values. Even when it meant sacrificing his own immediate comfort.

[00:05:22] Taty Fittipaldi: In the end, Bernard’s actions became a legend in the forest, reminding everyone that sometimes the most important decisions were those that came unexpectedly, but were chosen with empowerment.

[00:05:35] SPONSOR’S NOTE: This episode is sponsored by Coaching Expatriates, a leading global executive development company that helps leaders around the world create happier and more profitable workplaces using the four success pillars in global leadership, an innovative leadership learning methodology. Visit their website at www.

[00:05:56] SPONSOR’S NOTE: coachingexpatriates. com.[00:06:00]

[00:06:02] TODAY’S LESSON

[00:06:02] TODAY’S LESSON: Today’s lesson.

[00:06:11] Taty Fittipaldi: I bet your life is as crazy as mine. And you have as many, if not more things to do. The backlog of things I have to do for work, personal life, finances, health, and so on is so huge that it could feel very overwhelming if I didn’t have my secret weapon. And my secret weapon is called a prioritization system, which consists of three main pillars that help with all your activities backlog prioritization.

[00:06:42] Taty Fittipaldi: But first let’s start from the beginning. What is a priority system? A priority system is like your personal compass for making choices effectively. It helps you understand why you are doing what you are doing at any given moment.

[00:06:58] Taty Fittipaldi: Your relationship with [00:07:00] time hinges on the quality of your priorities and goals, as discussed in the last episode. Good priorities and clear goals lead to a fantastic relationship with time and make you a high performer. Conversely poor priorities and goals can render everything else you do ineffective. No matter how hard you try to improve your time management.

[00:07:26] Taty Fittipaldi: The first pillar in the system, therefore is clearly defining your goals and priorities in each area of your life. Then the second pillar involves funneling and organizing your tasks. It’s about creating a structured process to sort and prioritize your responsibilities. The third pillar focuses on understanding your priority drivers. These are the values and driving forces that guide your decision-making and help you organize your choices effectively.

[00:07:57] Taty Fittipaldi: Let’s dig deeper into the first [00:08:00] pillar. Priority definitions. In simple terms, it means arranging what’s most important and what can wait based on certain criteria. For instance, if you had an apple and a box of chocolates in front of you, how would you decide which one to eat first?

[00:08:18] Taty Fittipaldi: Your choice depends on factors like taste, expiration date, or even emotional value. If your criteria have only taste, for example, your choice might be based on your taste preference. You might choose the chocolate.

[00:08:34] Taty Fittipaldi: If on the other hand, your criteria is based on expiration dates and you know that the apple will go bad tomorrow, you might choose the apple instead.

[00:08:44] Taty Fittipaldi: Prioritization hinges on the definitions you establish, forming the foundation for your decisions, as you can see.

[00:08:52] Taty Fittipaldi: The second pillar, the prioritization funnel or process is about organizing and prioritizing your [00:09:00] tasks. This system employs a prioritization process with several steps. Start by listing all your tasks, big and small, across various aspects of your life. Don’t forget your idea driven tasks. They’re important too. If you don’t list them out, your ideas will never get out of paper.

[00:09:21] Taty Fittipaldi: Then categorize all these tasks, creating groups that make sense to you, like personal, work, or relationships. Assigning categories may seem straightforward, but it can be challenging for some tasks. Those are often the winds that never get done. So don’t leave anything uncategorized. It’s crucial for progress. Even future dreams, like starting a bakery shop should have a category. Helping you clarify your priorities.

[00:09:53] Taty Fittipaldi: With an organized task list, you’ll funnel each task through a decision process.[00:10:00] This part is essential. So ensure your list is comprehensive and well organized. For each item in your list, ask questions like, can I eliminate this task? Can I automate this task? Can I delegate it? And can I outsource it? Your goal is to filter and streamline your tasks, focusing on what truly matters. Once you’ve organized your tasks and applied the funnel, you’ll be left only with the tasks that should get into your priority list. Which means you’re ready to use a prioritization matrix.

[00:10:38] Taty Fittipaldi: This matrix has three dimensions. Emergency. How soon it needs to be done? Importance. How crucial it is? And consequence or impact. The effects of completing it.

[00:10:55] Taty Fittipaldi: It’s vital to remember that impact takes precedence over [00:11:00] importance, which takes precedence over emergency, in this system. This means you prioritize tasks with lasting significant effects on your life.

[00:11:12] Taty Fittipaldi: By answering these three questions: how soon? How important? And what’s the impact? You can confidently prioritize your tasks, putting them in a logical order. These three dimensional approach empowers you to take control and achieve your goals effectively.

[00:11:30] Taty Fittipaldi: And if you want to dive deeper into adapting priorities, pivoting priorities on the fly, when circumstances change, consider exploring our comprehensive high-performance training available for free in the show notes.

[00:11:45] Taty Fittipaldi: Remember mastering your priorities is the cornerstone of effective time management and personal success.

[00:11:52] NARRATOR’S NOTE: You’re listening to The Leadership Nest, the podcast that nests stories, knowledge, [00:12:00] and science to soar the leadership in you. With your host Taty Fittipaldi.

[00:12:10] TODAY’S TIPS TO APPLY WHAT YOU LEARNED

[00:12:10] TODAY’S TIPS TO APPLY WHAT YOU LEARNED: Today’s tips to apply what you learned.

[00:12:19] Taty Fittipaldi: Here are some practical ways to apply this valuable lesson.

[00:12:24] Taty Fittipaldi: Number one. Create a master task list. Start by listing all your tasks and responsibilities. Don’t leave anything out, no matter how small or insignificant it may seem. Include the work-related tasks, personal commitments, relationships, health goals. And even your dreams and aspirations. A digital or a physical notebook can be your best friend here.

[00:12:51] Taty Fittipaldi: Number two. Categorize your tasks. Once you have your list, categorize your tasks based on what makes [00:13:00] sense to you. You can use categories like work, personal life, health, relationships, and more. Don’t hesitate to create custom categories that fit your unique needs and lifestyle. These step brings clarity to your priorities.

[00:13:16] Taty Fittipaldi: Number three. Prioritize using the funnel. Now, take each task and run it through the prioritization funnel we discussed earlier. Ask yourself. Can I eliminate this task? If not consider automating it, if possible. If automation isn’t an option, think about whether you can delegate it to someone else. You might also explore outsourcing it, if it’s a suitable choice. Finally, prioritize the remaining tasks based on their impact, importance and urgency.

[00:13:49] Taty Fittipaldi: Number four. Embrace the prioritization matrix. Apply the three-dimensional prioritization matrix to your tasks. Consider how soon each task [00:14:00] needs to be completed. Emergency. How important it is to you. Importance. And the consequences or impact it will have on your life.

[00:14:11] Taty Fittipaldi: Remembered that tasks with significant impact should take preference. That’s how Bernard prioritize and decide he’s actions in our story today. Right?

[00:14:22] Taty Fittipaldi: Number five. Regularly, reevaluate and adjust. Life is dynamic and your priorities may change over time. Periodically revisit your task list and make adjustments as needed. Stay flexible and open to adapting your priorities when new opportunities and challenges arise.

[00:14:42] Taty Fittipaldi: Number six. Use time management tools. Leverage time management techniques and tools like the Pomodoro technique, time blocking or digital calendars and control centers to help you stay organized and focused on your top priorities. Time [00:15:00] management is a combination of technique, willpower and planning.

[00:15:05] Taty Fittipaldi: Number seven, stay consistent. Implementing these lessons may take some time and practice. Be patient with yourself and stay consistent. The more you apply these principles, the better you’ll become at managing your time effectively and achieving your goals. Some people say it takes 21 days to form a new habit. But I think this is bull. When it comes to time management and high-performance, it takes at least 21 weeks, if not more. And with assistance. Many of my clients reports consolidating new time management habits only after 12 or 18 months of being intensely consistent.

[00:15:50] Taty Fittipaldi: Number eight. Explore further learning. Consider exploring additional resources and training to deepen your understanding of [00:16:00] time management and priority setting. The free high-performance training from Coaching Expatriates®, link in the show notes, can provide you with more in-depth insights, tools, and cold tricks.

[00:16:12] Taty Fittipaldi: Remember mastering your priorities and building a strong relationship with time is a journey. That can lead to increased productivity, reduced stress and greater personal and professional success. Who wouldn’t want that? That’s why learning and implementing it is so worthwhile.

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[00:16:31] KEY TAKEAWAYS

[00:16:31] KEY TAKEAWAYS: Key Takeaways

[00:16:40] Taty Fittipaldi: What’s your main takeaway from this episode? Here are mine.

[00:16:45] Taty Fittipaldi: Number one, prioritize with purpose. The foundation of effective time management lies in prioritizing your tasks with purpose. Create a comprehensive task list. Categorize them. And [00:17:00] use a prioritization funnel to filter out what truly matters. Focus your energy on tasks that have a significant impact on your life. Even if they don’t seem urgent.

[00:17:13] Taty Fittipaldi: Number two. Adaptability is key. Life is ever changing, so your priorities should be flexible. Regularly review and adjust your task list as circumstances evolve. Embrace time management tools and techniques to stay organized but remain open to adapting your approach when necessary.

[00:17:35] Taty Fittipaldi: Number three. Understand your relationship with time. Building a positive relationship with time is crucial. Recognize that time is a precious resource, and how you use it can define your success. By mastering your priorities and making informed choices about how you spend your time, you can increase productivity, reduce stress, and achieve your [00:18:00] goals effectively.

[00:18:01] Taty Fittipaldi: Number four. Continuous learning. Explore additional resources and training to refine your time management skills further. Continuous learning can provide you with valuable insights and tools to enhance your prioritization abilities, and maximize your productivity. We offer a free resource and you can subscribe to it using the link on the show notes.

[00:18:22] HIGHLIGHTS

[00:18:22] Taty Fittipaldi: This brings us to the end of season one of the leadership nest. I trust you found a value in acquiring insights that can elevate your performance in critical global leadership roles and situations.

[00:18:36] In the upcoming season, we’ll engage in conversations with 20 diverse professionals from around the globe. They will share their expertise in global leadership, cultural integration, and their personal journeys of relocating to foreign countries, whether driven by career opportunities or personal decisions. Stay tuned for these enlightening [00:19:00] discussions.

[00:19:01] Taty Fittipaldi: Wherever you are in the globe, this is Taty Fittipaldi wishing you a beautiful day.

[00:19:06] Taty Fittipaldi: If you have any questions, you’d like us to answer in a future episode of this show, just go to speakpipe.com/tatyfittipaldi or click the link in the show notes, to leave us a brief audio message.

[00:19:24] Taty Fittipaldi: Make sure to visit us on our website www.theleadershipnest.com, where you can subscribe to our show anywhere podcasts are streamed, so you never miss the fun.

[00:19:37] Taty Fittipaldi: While there, if you find value in our show, you can also subscribe to our global leadership weekly newsletter from Coaching Expatriates®, where we deliver bite-sized lessons on global leadership, decision-making, and cultural competence to help you learn how to think, relate and strategize in a whole different way as a global leader.

[00:19:59] Taty Fittipaldi: If you [00:20:00] liked our show, you might want to check her online global executive leadership program. A nine week leadership development and learning system, that will help you lead internationally while making financially conscious and impactful business decisions.

[00:20:14] Taty Fittipaldi: Taty Fittipaldi is also available for private coaching. See the websites for more details at www.coachingexpatriates.com/executive-coaching.

[00:20:27] Taty Fittipaldi: Thanks for joining us this week on The Leadership Nest podcast. I trust you found a value in acquiring insights that can elevate your performance in critical global leadership roles and situations.

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